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User Services Guide

Policies and procedures for Bizzell's User Services Team within the Public Services Unit.

The Basics

Opening

  1. Retrieve the Rover Lanyard hanging on the wall in the locker closet (LL108P). The code for the closet keypad is: 051319. 
  2. Using the green key on the Rover Lanyard, unlock the doors to Consultations (LL121).
  3. You will then clock-in at the When I Work (WIW) Timeclock Terminal on the iPad in Consultations.
  4. Open up the Events Calendar in LibCal to see what the events for the day are. The password should be saved, but if not, the Username is: lib-outreach@ou.edu and the Password is: OutreachTeam1
  5. Write the day's events on the black glass boards outside of: LL118, LL123, Learning Lab, Mobile Classroom, Consultations, and 339.
  6. Then, if needed, set-up the morning events (before 10:00 AM). Use the "Internal Notes" section for each event to determine how to set-up and what the event organizer requests e.g. Instructor laptop, dry erase markers, technical assistance
  7. Always await the arrival of the event organizer at their event. Ask if they need further assistance. Tell them that you will be available to them in Consultations, showing them exactly where Consultations is located. Whenever you are not roving or setting up other events, you should be in Consultations in case the event organizer needs support..
  8. After events have been set-up, boards have been written, and event organizers have been helped, please do a rove throughout the whole building (LL1, LL2, 2, 3, and 4) A good rove on every floor should include:
    1. Wake up Prysm in LL118
    2. Pick up trash 
    3. Push in chairs
    4. Move furniture to its appropriate spot (check furniture map for reference) 
    5. Wipe whiteboards 
    6. Spot vacuum
    7. Wipe tables and other surfaces 
    8. Pick up stray books and take them to the Circulation desk on the Main floor
    9. Plug in extension cords and place them in the appropriate areas/out of the walkways
    10. Get stray cords and roll them up/put them in the table (like in LL2)  or on the wall where the cord hanger is (usually below the TVs)
    11. In LL2, please check lockers using the long, silver key on the Rover Lanyard. The lockers that contained items will have been checked by the openers the previous morning and they would have placed a slip in the locker with a 24 hour notice. If the locker(s) still contain item(s), take them out, label them, then take them to the Security desk on the Main Floor at Circulation to be placed in Lost & Found.

Throughout the Day

  1.     Check event calendar on computer/iPad:
    • Look at Calendars LL123/Classroom, LL118/Community Room, 339, and Mobile Classroom
  2.     Set up for events and provide tech support.
  3.     Visit library floors:
  • Help people find stuff.
  • Pick up books that are not being used.
  • Pick up trash.
  • Reset furniture.

Closing  

  1. Move furniture (as needed)

  2. Pick up trash

  3. Wipe whiteboards as needed (not the room boards with event info)

  4. Spot vacuum (as needed)

  5. Pick up stray books and take them to Circulation on the Main floor

  6. Wipe down surfaces (as needed)

  7. Stray items left throughout the library must be taken to security at the circulation desk. Please identify to them what floor and which area it was found

  8. Clean and refill the water tank for the Keurig in LL2 Scholars Lounge

  9. Tidy up Consultation space (furniture reset, surface cleaning, spot vacuum) and double-check that all of your personal belongings (wallet, keys, electronics, etc) are with you before you lock-up.

      • If you leave your personal belongings at work after closing and you must have them immediately:
        • Slack both your supervisor and Magen to let them know that you will return to work to retrieve your property.
        • Slacking your supervisor and Magen before returning to work to retrieve your property is sufficient; you do not have to wait for permission.
        • After retrieving your property, lock the workspace.
        • Return keys to the Coset.
  10. Turn off lights in Consultation space and lock it up at 8pm

  11. Return keys, iPad, radio, and cart to closet. Make sure to put all the devices back on their chargers

Rover Keychain: Key Color-Coding

Orange: break room 151 on the main floor

Yellow: 339 and its associated closet

Green: LL1

Blue: LL2

Long silver key: grad and faculty lockers

Small round silver key with red nail polish: mobile classroom computer cabinet lock

Small square silver key with red nail polish: mobile classroom podium

Small black bendy key: toolbox in learning lab side of LL1

    • Working or performing work related duties when you are not scheduled to work or would not otherwise have access to a workspace is unacceptable.
      • That is, if you are not scheduled to work, you cannot use the keys to access workspaces/property (Consultations, closets, laptop carts, etc.) to either perform work duties, use the space, or use any equipment.
    • Use of a workspace when one is not scheduled to work is permissible, provided adherence to that workspace’s usage policies and operating hours.

Assigned WIW Timeclock Terminal on the iPad 

Policy for Clocking-in and Clocking-out

Part One: How and Where to Clock In and Out

 

When I Work Timeclock Terminal 

You must clock-in and clock-out for your shifts using only the assigned When I Work (WIW) Timeclock Terminal on the iPad located in Consultations.  

Remote clocking-in and/or clocking-out via the mobile app on your personal cell phones or other devices is NOT PERMITTED and will result in a violation of the No Show Policy (see the No Show Policy for more information). 

Clocking In and Out 

To clock-in and clock-out using WIW Timeclock Terminal: 

  1. Type in the last 4 numbers of your OU ID number into the Student Success Team clock in/clock out field and then press on the green arrow. 

  • For example, if your OU ID number is 112-45-9987, then you will enter “9987” into the WIW Timeclock terminal to clock-in and clock-out. 

  1. Click on the green Clock In button that will pull up. 

  2. A success message will pull up if you were successful at clocking in. If you get an error message and are not able to clock in, see the WIW Timeclock Terminal Issues below. 

To Clock out:     

  1. Type in the last 4 numbers of your OU ID number into the Student Success Team clock in/clock out field and then press on the green arrow. 

  • For example, if your OU ID number is 112-45-9987, then you will enter “9987” into the WIW Timeclock terminal to clock-in and clock-out. 
  1.  You will have two options: 1) Start a lunch break and 2) Clock out.  
  2.  Select “Clock out” 

  3. You will receive another prompt to “Clock out”  

  4.  Select “clock out” again 
  5. A successful clock out will show a message that states your name and “clocked out.”  

 

 

 

Assigned WIW Timeclock Terminal on the iPad

Policy for Clocking-in and Clocking-out

Part Two: When I Work Timeclock Terminal Issues

Issues with Clocking In 

If something is wrong with the WIW Timeclock Terminal on the iPad and you are unable to clock- in, you must: 

  1. Slack your supervisor. 
  • This Slack message must be sent IMMEDIATLEY after you tried and failed to clock in and include an image of the iPad in your message (this way you and your supervisor will have a clock-in time for your timesheet and your supervisor will KNOW that you are in fact at our Timeclock Terminal). 

If your supervisor is unavailable or does not respond to your Slack message, you must: 

  • Slack the Head of Bizzell User Services (Magen Bednar). 
  • This Slack message must be sent on the same day and include a screenshot of your message to your supervisor as well as the image of the iPad (again this way a clock-in time can be verified for your timesheet).  

Failure to send this message to your supervisor—or the message to the Head of Bizzell User Services if your supervisor is unavailable—will result in a violation of the No Show Policy (see the No Show Policy for more information). 

Issues with Clocking Out 

If something is wrong with the WIW Timeclock Terminal on the iPad and you are unable to clock out, you must: 

  1. Slack your supervisor.  
  • This Slack message must be sent IMMEDIATLEY after you tried and failed to clock out and include an image of the iPad in your message (this way you and your supervisor will have a clock-out time for your timesheet and your supervisor will KNOW that you are in fact at the Timeclock Terminal in Consultations).  

If your supervisor is unavailable or does not respond to your Slack message, you must: 

  • Slack the Head of Bizzell User Services (Magen Bednar).  
  • This Slack message must be sent on the same day and include a screenshot of your message to your supervisor as well as the image of the iPad (again this way a clock-out time can be verified for your timesheet).   

Failure to send this message to your supervisor—or the message to the Head of Bizzell User Services if your supervisor is unavailable—will result in a violation of the No Show Policy (see the No Show Policy for more information). 

Communication 

Because Slack is our primary method of communication and is akin to face-to-face contact when we are at work, you must keep your Slack notifications on and remain active during the entirety of your shift. 

Absences 

When you know that you will need to miss work, are going to be late for your shift, or need to leave work early before your shift ends, with as much advanced notice as possible: 

  1. You need to, first, communicate with your supervisor (Slack message, text message, or email) to let them know that you will not be able to show up for your shift, will be late to work arriving after your shift was scheduled to start, or will need to leave early before your shift was scheduled to end.  

    1. Even if it is the day of your shift and you cannot make it to work or are going to be late for whatever reason, you absolutely need to communicate with your supervisor that you will not be at work or will be late. Failure to do so will result in a No Show, which is explained below.  

    2. If you leave work early before your shift was scheduled to end, you absolutely need to communicate with your supervisor that you need to leave early. Failure to do so will result in a No Show, which is explained below. 

  1. You need to, second, communicate with your teammates who you are scheduled to work with and let them know that you will not be at work, running late, or leaving early—with their other duties and students to keep track of, it is not your supervisor's job to let your teammates know that you will not be at work during your shift, arriving late after your shift was scheduled to start, or leaving work early before your shift is scheduled to end. 

If we are amid heavy instruction and events, your supervisor might ask you to drop your shift in When I Work, so, it can be covered by one of your teammates.  

No Show Policy 

The No Show Policy is broken up by shift type—1.) Assigned Shifts that have been assigned to you by your supervisor based on the availability you turned into them and 2.) Open Shifts that you claimed in When I Work (Open Shifts on Android device, Open Shifts on computer, Open Shifts on iOS device). Regardless of whether your shift was assigned or open, a shift will be considered a no show if ANY of the following scenarios occur, or a combination of the following scenarios occur: 

  1. CLOCKING IN AND OUT SCENARIOS: 

  • You clocked in or out on a device other than the assigned WIW (When I Work) Timeclock Terminal on the iPad for your shift.  

  • For example, it will be considered a no show if you clock in or out on your personal cell phone or any other device other than the assigned WIW Timeclock Terminal on the iPad. 

  • You did not clock in or out on the day of your scheduled shift on the assigned WIW Timeclock Terminal on the iPad, and you did not communicate to your supervisor that you did not clock in or out.  

  • For example, it will be considered a no show if you are scheduled to work from 12pm-5pm on a Sunday, but you did not clock in or out on the assigned WIW Timeclock Terminal on the iPad and you did not tell your supervisor that you did not clock in or out for your scheduled shift. 

  • You did not Slack message your supervisor—or the Head of Bizzell User Services if your supervisor is unavailable—IMMEDIATELY AFTER you experienced issues when you tried clocking in and out on the assigned WIW Timeclock Terminal on the iPad (see the Policy for Clocking In and Out for more information).  

  • For example, it will be considered a no show if you are scheduled to work from 7:30am-12pm, and you tried clocking in at 7:30am on the assigned WIW Timeclock Terminal on the iPad, but was not able to successfully clock in and you DID NOT send a Slack message to your supervisor immediately after you experienced this issue AND you did not include an image of the iPad in your message to your supervisor.  

  1. NOT SHOWING UP, BEING LATE, LEAVING WORK EARLY: 

  • By the time your shift was scheduled to start, and you have not communicated to your supervisor that you will not be able to work your shift. 

  • For example, it will be considered a no show if you are scheduled to work from 2-6pm today, and you did not show up for your shift and you did not tell your supervisor that you will not be at work today. 

  • You have not communicated to your supervisor that you are running late and will not be at work at the time your shift was scheduled to start. 

  • For example, it will be considered a no show if you are scheduled to work from 11am-4pm today, and you are running late and will not be able to get to work until 1pm, and you did not tell your supervisor that you are running late. 

  • You left work early before your shift was scheduled to end, and you did not communicate with your supervisor that you are leaving work early. 

  • For example, it will be considered a no show if you are scheduled to work from 7:30am-2pm today, and you leave at 11:30 am without telling your supervisor that you are leaving work early. 

Assigned Shifts: No Show Policy 

When your supervisor notifies you that one of your Assigned Shifts has been considered a No Show, there are 4 levels of violations to keep you accountable. 

  • First Violation: verbal warning and first written warning. 

  • Second Violation: verbal and second written warning in addition to a signed contract. 

  • The signed contract will state:  

  • areas that need improvement 

  • how you will improve those areas 

  • consequences of violation of contract 

  • Third Violation: third written warning and a meeting with your supervisor and the Head of Bizzell User Services, Magen Bednar.

  • Fourth Violation: other disciplinary actions up to and including termination.

Open Shifts: No Show Policy 

When your supervisor notifies you that one of your Open Shifts has been considered a No Show, there are 4 levels of violations to keep you accountable. 

  • First Violation: verbal and first written warning. 

  • Second Violation: verbal and second written warning in addition to a signed contract; you will also not be allowed to claim further open shifts for the duration of the semester. 

  • The signed contract will state:   

  • areas that need improvement  

  • how you will improve those areas  

  • consequences of violation of contract 

  • Third Violation: third written warning and a meeting with your supervisor and the Head of Bizzell User Services, Magen Bednar; you will also have to drop all the open shifts you have claimed for the duration of the semester. 

  • Fourth Violation: other disciplinary actions up to and including termination. 

Accommodations 

If you need accommodations for the No Show Policy, you will need to schedule a one-on-one meeting with your supervisor. You and your supervisor might need to work with OU's Accessibility and Disability Resource Center for advice on reasonable accommodations for the No Show Policy, but accommodations can be made.  

Cleaning

Roving Opening Cleaning Duties

  • Lower Level 1:
    1. Set up for events.
    2. Clean LL118 and LL123.
      • Wake up Prism.
      • Write events on whiteboards (THIS INCLUDES 339)
    3. Clean HCLC study rooms.
      • Remember to put up cords.
    4. Clean the rest of the HCLC.
  • 3rd and 4th Floors:
    1. Clean 3rd and 4th floor study rooms.
  • Lower Level 2:
    1. Clean out lockers.
    2. Tidy Keurig area and fill Keurig with water.
    3. Clean tables in each study room.
    4. Event support.

Roving Cleaning Throughout the Day

  1. Set up for events.
  2. Clean tables, whiteboards, and vacuum as needed.
  3. Full building rove once an hour, introduce self to circulation, south gate, and learning lab so they know who to call.

Roving Closing Cleaning Duties

  1. Pick up trash.
  2. Push in chairs and rearrange furniture.
  3. Wipe down tables
  4. Ensure that DSL is locked for the weekend and every day after 6:00 pm.

What Does it Mean to Clean?

  • Clean tables with Simple Green (sometimes yellow).
  • Clean whiteboards as needed with EXPO spray.
  • Pick up trash.
  • Push in furniture.
  • Spot vacuum.
  • Clean computer keyboards, mice, and surrounding table with Simple Green (DON’T spray directly on computer). You can also use Clorox Wipes.
  • May use screen wipes or window cleaner for computer screens.
  • Move around occasionally to ensure spaces are clean and tidy
  • Communicate with other team members what you have done and what still needs to be completed.

Glass

  • When cleaning any glass in the space, use the Windex and Squeegee to clean the glass. Get paper towels or clean rag to remove any extra Windex spots from the glass.

Whiteboards (Main Floor, Study Rooms, Study Spaces on 3rd & 4th Floors, LL1, Learning Lab)

  • Use Whiteboard cleaner & clean rag.
  • Clean the steel trays around and under the whiteboard with a Clorox wipe.
  • Alert Eric of any whiteboards or walls that will not come clean with normal effort.
  • Put dirty rags in bin in LL2 closet.

Glassboards  (Learning Lab, LL2)

  • Use Windex cleaner & clean rag.
  • Clean the steel trays around and under the whiteboard with a Clorox wipe.
  • Alert Eric of any glassboard or walls that will not come clean with normal effort.
  • Put dirty rags in bin in LL2 closet.

Vacuuming

  • The vacuums come with several attachments and can be easily taken apart. After every use, the canister needs to be emptied. Push down on the red lever and it will release all of the dirt into the trash can.
  • Once a week, the bottom rotating brush needs to be taken out and cleaned. If it does not rotate when being used it needs to be cleaned. Take a coin to unlock the side part, remove the cap, and it will be able to slide out.
  • When finished using/cleaning them, put them back on their chargers in the employee closet.

Deep Cleaning (Summer/Winter/Spring Break)

  • Move furniture and trash cans.
  • Report Building needing repairs.
  • Clean walls.
  • Clean screens of classroom Laptops
  • Clean Prism screen with microfiber cloth and screen cleaner.
  • Deep clean Brodies in LL1 with Clorox Wipes
  • Deep clean cubicles in LL2 by moving around furniture and cleaning out corners

Supplies

  • All inventory can be found in LL1 closet, LL118 closet, and LL2 closet. 
  • To renew or replace  supplies  go to LL2 closet.
  • Check inventory often, and report to Courtney if any stock is running low.

Cleaning Supplies

  • Magic Erasers
  • Clean rugs
  • Air Freshener
  • Windex
  • Simple Green
  • Clorox Wipes
  • Paper Towels
  • Whiteboard Cleaner
  • Duster
  • Vacuums

Technology Supplies

  • HDMI Cords
  • VGA Cords
  • Mini Displayport to HDMI
  • Mini Displayport to VGA
  • Apple Chargers
  • Other items can be checked out from circulation

School Supplies

  • Whiteboard Markers
  • Whiteboard Erasers
  • Staples
  • Stapler
  • Paper Clips
  • Tape
  • Sticky Notes
  • Scissors
  • Hole Punch
  • Tissues
  • Pens/Pencils

Cleaning Documents

Study Rooms and Reservations

About the Rooms:

  • The room is furnished with either a round table with chairs or with couches. The space is open for study groups.

Use Guidelines:

Cleaning

  • Opening Shift: Clean the spaces by wiping down tables with a clean rag and Simple Green. Pick up trash or vacuum space if there are any dirty spots. Freshen the room with an air freshener.
  • Roving Shift: verify each room has 2 markers,1 eraser, a blue expo spray bottle, and a roll of paper towels. Wipe down tables occasionally.
  • Closing Shift: Pick up trash and erase the whiteboards.

​Room Reservations 

Room Reservation Steps

  1. Go to libraries.ou.edu
  2. Select "Reserve A Room" (green box in center of screen).
  3. Select your OU Classification.
  4. Select the Group Study under Room Type.
  5. Select the "Reserve Room" next to the room you wish to use.
  6. Log in with your 4x4 and password. 
  7. Select the time you wish your reservation to begin.
  8. Choose how long you want your reservation to be under the "Duration" drop down menu.
  9. Click Save Reservation

*The maximum amount of time allowed in each study room is two hours

How to Connect Your Device to the TV Screen

  1.     All rooms have an HDMI and a VGA cable attached to the wall.
  2.     Select and attach the correct cable for your computer.
  3.     VGA to Mini Display-port and HDMI to Mini Display-port adapters are available at the Circulation desk on the main floor.
  4.     On the CRESTRON panel under the TV, press the first button to turn the TV on/pff and then select either HDMI or VGA
  5.     If one incurs any problem, find an Outreach personnel in the Consultation room. If they are unavailable contact OU IT (contact information    is usually on the wall)

Troubleshooting Reservations

If we need to find a reservation, look through the list. (requires employee login : See Eric for assistance)

Panel & Kiosk Troubleshooting

If you encounter a room reservation panel that does not show the calendar.

  • Press the room number in the bottom center of the iPad.

  

  • Next press 'Cancel CAS Login' so that you can provide the appropriate login name and password.

 

 

 

 

 

 

  • Depending on where the panel is located, you will use one of the following to log in and configure the panel:
    • Wall Panel for Graduate and Faculty rooms (LL2 graduate conference)
      • Username: facres
      • Password: S00n3rs!
    • Wall Panel for Faculty only (LL2 Faculty conference)
      • Username: facres
      • Password: S00n3rs!
    • Wall Panel for Graduate only rooms
      • Username: gradres
      • Password: S00n3rs!
    • Wall Panel for Undergraduate rooms (LL1)
      • Username: undres
      • Password: S00n3rs!
    • Wall Panel for Consultation Rooms (LL2)
      • Username: undres
      • Password: S00n3rs!
  • Once you have provided the Username and Password press the 'Login' button

  • When you are logged into the library website you will see the username 'facres, undres, gradres'  in the black bar.   At this point press the house button in the lower right corner of the iPad to launch the calendar.

Reservation Kiosk Directions

Follow the directions that are highlighted in yellow in the document below.